Purchasing Authority
Purchasing authority rests solely with the Purchasing Agent in accordance with the City Charter, Article 5, Section 3 (b), which states:
"...the Purchasing Agent shall purchase all supplies, materials, equipment and other commodities required by any department, agency, board or commission of the city, ...on requisition signed by the head of the department, office or agency or chairman of the board or commission, or a responsible representative appointed by him."
Bids
The Purchasing Agent invites sealed, public bids for any supply, material, equipment or commodity which exceeds $7,500 based on specifications supplied by the requesting department. He awards the order to the lowest compliant and responsible bidder whose bid best meets the City's need. Professional services need not be bid.
Request for Proposal (RFP)
The Purchasing Agent requests proposals for any project or service for which the scope or limit is not clearly defined and for which the cost is expected to exceed $7,500, based upon design and evaluation criteria supplied by the requesting department. The Purchasing Agent awards the contract to the firm which best meets these criteria.
Order Division
No order may be divided in an effort to circumvent the competitive bid requirement, especially if the aggregate of individual orders results in the acquisition of anything which is essentially a single unit.
State Bids
The Purchasing Agent may order, without inviting bids, goods or services which cost $7,500 or more provided that they are already bid by the State of Connecticut's Bureau of Purchases and further, that the contract prices and terms have been extended to local political subdivisions (municipalities).
Bid Waivers
If a department head wishes to acquire an item which costs $7,500 or more without competitive bidding, he or she submits a written bid waiver request to the Mayor. If approved, the Mayor includes it in the Mayor's Report to the Board of Aldermen. If the Board of Aldermen approves, the City Clerk notifies the Purchasing Agent who places the order.
Property Sales and Donations
When authorized by the Board of Aldermen, the Purchasing Agent sells municipal property to the highest responsible bidder and/or accepts property donations from outside sources.
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